ADMINISTRATIVE REPORT
Date: November 21, 1995
TO: Vancouver City Council
FROM: Chief Constable, in consultation with the Manager,
Facilities Development
SUBJECT: Vancouver Police Department, 312 Main Street -
Office Renovations
RECOMMENDATION
THAT Council approve funding in the amount of $550,000, GST
included, to undertake additional renovations to 312 Main
Street associated with current requirements of the Police
Forensic Identification Squad and the Crime Detection
Laboratory; the source of funds to be unallocated funding in
the Capital Reserve.
CITY MANAGER'S COMMENTS
The City Manager RECOMMENDS approval of the foregoing.
COUNCIL POLICY
There is no applicable Council policy relating to this item.
SUMMARY
The original plan for addressing the VPD space needs included
leasing 73,000 SF of office space in the 2120 Cambie Street
building for the Executive and Support Staff, and both Patrols
Divisions, and minor renovation of 312 Main Street and the East
Wing Annex for Traffic Records, Hit and Run, Forensics, Crime
Detection Laboratory and other functions. Plans also included
moving the Jail function to 222 Main Street and renovation of 324
Main Street for occupancy by the Province.
While plans are still underway to move the Jail function in 1996,
the Province has decided not to occupy 324 Main Street. The use
of this space, when vacated, will be the subject of a report back
to Council.
A detailed analysis of the original plan for the 312 Main Street
and East Wing Annex buildings has indicated that extensive
upgrading of the mechanical and electrical systems are required
to comply with the Workers' Compensation Board Health and Safety
Regulations, and that the minimal space upgrading proposed for
some of the uses, particularly Forensic Identification Squad and
Crime Detection Laboratory, is inadequate and unworkable.
Three options were considered to address the space and physical
plant deficiencies:
- Lease off-site space
- Construct a purpose built facility
- Re-configure the existing space
On the basis of immediate needs of the department and costs it is
recommended that re-configuring the existing space and upgrading
the physical plant at an additional cost of $550,000 would
provide the best value and would address the department's needs
for up to ten years.
PURPOSE
The purpose of this report is to seek Council's approval for
additional funding for an increased scope of renovation work in
the 312 Main Street building for the VPD, including the Forensic
Identification Squad and Crime Detection Laboratory.
BACKGROUND
In June 1995 Council authorized the sale of the Oakridge
substation site in the amount of $10.0 million, less commission,
of which $7.49 million has been allocated for fit-up and
furniture for the 2120 Cambie Street building, the Cambie and 5th
parking lot, and renovation of the 312 Main Street building as
outlined herein. The balance of these proceeds were transferred
to the Capital Fund and will form part of the funding plan for
the 1997 - 1999 Capital Plan. These funds are available for re-
allocation to capital projects approved by Council.
In June 1993 Council approved funds to lease and renovate 2120
Cambie Street to address the immediate space requirements of the
VPD. The funds included $500,000 for general renovations in the
312 Main Street building.
In July 1994 Council approved the transfer of $457,500 from the
2120 Cambie Street surplus budget to the 312 Main Street
renovation budget for an increased scope of work, including new
furniture.
DISCUSSION
Original Plan
The renovation budget originally approved for 312 Main Street
reflected a minimal requirement for upgrade and renovations.
Prior to finalizing the design of 2120 Cambie Street, a
subsequent review of the requirements of the Police Department,
resulted in a change in the planned program: Human Resources,
both Patrol Divisions and the Executive and Support staff were
moved to Cambie Street to create a more balanced use of both
buildings. This resulted in a change in the required physical
renovations to the Main Street building. It was also decided at
that time that major upgrading of the mechanical and electrical
systems would not be undertaken given the uncertainty of the long
range space requirements of the department. Additional funding
($457,500) was allocated to upgrade the Property Office, Crime
Detection Laboratory, security in the parkade, new furniture,
asbestos removal, and a Sexual Offence Squad office.
In finalizing the above plans it was concluded that an increase
in space and safety requirements were required for the Forensic
Identification Squad and Crime Detection Laboratory. It was thus
necessary to re-program both the 312 Main Street building and
East Wing Annex, including upgrading the mechanical and
electrical systems, given the extent of capital investment being
considered. The major projects include:
Forensic Identification Squad:
The Forensic Identification Squad is responsible for the
collection, preservation and examination of physical crime scene
evidence. In addition to fingerprinting and photography, numerous
chemical processes are utilized in both the collection and
examination of evidence.
There has been a greater reliance on forensic evidence in recent
years to solve criminal cases and as a result the methods of
examination techniques have improved and increased in number.
There has been, however, no increase in space or improvement in
ventilation to facilitate the safe efficient operation of the new
methods of examination.
The use of chemicals and fingerprint powders in the present area
have become a hazard to the employees and a violation of Workers'
Compensation Board Health and Safety Regulation. As well,
potential evidence contamination has become a problem for the
squad due to confined space.
There is a serious concern that there could be a loss of service
as a result of closure by WCB. An immediate upgrade and expansion
of the facility is required to ensure its sustained operation.
Crime Detection Laboratory:
The Crime Detection Laboratory has operated in the same space for
the past 20 years. Overcrowding has steadily occurred until the
present, where it has become a hazardous place to work. There has
been no equipment maintenance or replacement equipment reflecting
new technology, and health and safety standards have not been
addressed.
The staff are required to test fire guns using inadequate
equipment in the same room that all other tests are completed.
Tests must be performed on blood stained garments and weapons
using volatile chemicals without proper ventilation. There is
also no protection from biologically contaminated clothing at
present. A proper BioHazard fume hood can not be set up in the
current facility because of the lack of space.
A proper bullet stop and chronograph screen have been in storage
for approximately one year because there is no room to set them
up. As well, there is no place to set up a proper modern water
recovery system when it is acquired.
As with the Forensic Identification Squad an immediate remedy is
required for the Crime Detection Laboratory.
Discussions were held with the staff of the Royal Canadian
Mounted Police Laboratory regarding contracting to conduct some
of the tests now performed by the Forensic Identification Squad
and Crime Detection Laboratory. The RCMP are presently backlogged
and find it difficult to keep up with the current level of
service. They have indicated they would not be able to enter into
a contract with the City to conduct more tests for the VPD.
Options:
There are several options available to address the requirements
of the Forensic Identification Squad and Crime Detection
Laboratory.
1. Accommodate both Forensic Identification Squad and Crime
Detection Laboratory within 312 Main Street. Estimated Cost
$372,000. It is recommended for the following reasons:
- least expensive option;
- the renovations can begin immediately and be completed
within a short time, thereby responding to the
immediate needs of the sections;
- it addresses the department's needs for the next ten
years at least;
- much of the cost is for equipment which is portable and
can be relocated in the future;
- there is no increase in the operating costs; and
- other opportunities require exploring prior to
expending larger amounts of money constructing a
specific use facility. They include regionalized
service, expanded or amalgamated service and
contracting out.
2. Leasing off-site space (15,000 SF) for Forensic
Identification Squad and Crime Detection Laboratory.
Estimated costs are as follows:
Annual Lease: $ 250,000
Fit-up and Equipment: 1,400,000
Total $1,650,000
3. Purchase land and build a 15,000 SF Forensic Detection
Laboratory.
Estimated costs are as follows:
Building: $3.3 million
Fit-up and Equipment 1.2 million
Land (1 acre) 1.0 million
Total $5.5 million
The options of leasing and owning offer similar benefits:
- both offer a longer term solution to the problem;
- both offer the opportunity to amalgamate other parts of
the police department for cost saving; and
- both can be designed to better utilize available space
to suit the needs of the department.
There are two major drawbacks to the above options. The first is
the cost, which may be prohibitive at this time. The second is
that in order to address the immediate requirements of the
sections there would be little time to explore and negotiate
alternatives that may be available. Some of those alternatives
may be regionalized services, contracting services, etc.
It is recommended therefore, that the Forensic Identification
Squad be relocated into expanded space on the third floor,
presently occupied by the Crime Detection Laboratory, and the
Crime Detection Laboratory be relocated into expanded space on
the ground floor of the East Wing Annex building.
Mechanical and Electrical Systems Upgrade:
The current electrical and mechanical systems are 42 years old
and have had only minimal upgrade since its initial installation.
Significant upgrading of both buildings is thus recommended given
the length of time being proposed for occupying the buildings.
The major items include:
- new electrical panels
- cabling
- additional mechanical volume boxes, ducting, and coil
repairs
- zone radiation
- replacement of obsolete mechanical units
Building Management and Engineering have estimated the cost of
this work to be $250,000.
General Renovations:
This component of the project includes general renovations to the
312 Main Street, the East Wing Annex and a portion of the 324
Main Street building for the following uses:
312 Main Street/324 Main Street
Basement - Stores, Maintenance, Firing Range, and offices.
Ground Floor - Public Information Counter, Stores, Indian Liaison
Centre, Firearms, Hit and Run, Traffic Records.
Second Floor - Support Services, Information Section, Special
Support, Criminal Records, Document Services.
Third Floor - Forensics, Special Investigations, Polygraph,
Property Crime, Commercial Crime, Arson Squad, Burglary.
East Wing Annex
Ground Floor - Crime Detection Lab
Second Floor - Report writing, Traffic Section
Third Floor - Robbery and Assault, Homicide, Missing Persons
Fourth Floor - Systems, Operations Auxiliary Section, Vice Squad,
Drug Squad
Budget
The cost estimate for 312 Main Street for the revised scope of
work is now projected as follows:
Item Cost $
Remaining Main Building Renovation $ 405,000.
Remaining Annex Renovation 185,000.
New Crime Laboratory 230,000.
New Forensic Identification 142,000.
Electrical Upgrade 100,000.
Mechanical Upgrade 150,000.
Total $1,212,000.
Existing Budget $ 974,000.
Expenditures to date (312,000.)
Available Budget $ 662,000.
Net Shortfall $ 550,000.
Expenditures to date include furniture, security upgrade, and
spaces for the Sexual Offence Squad and Operations Auxiliary
Section.
CONCLUSION
There is an urgent requirement for upgraded space for the
Forensic Identification Squad and the Crime Detection Laboratory.
The option recommended offers a cost effective immediate solution
to that problem. The Chief Constable will report back to Council
on the long term requirements of the department and options for
addressing those requirements in future Capital Plans.
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